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FAQ

Claim Approval Application FAQ
 

DCU and its subsidiary companies currently operate two systems for the processing of part-time claim forms. These systems are:

(i). A paper based claim form system

(ii). An on-line claim form system

A list of University Schools, Departments, as well as Subsidiary Companies currently active on the on-line claim form system is provided below. All other University Schools, Departments, and Subsidiary Companies operate on the paper based claim form system. If you hold multiple contracts and are contracted across more than one University School, Department or Subsidiary Company, please note you may have to make part-time claim submissions via either or both of these systems. Each contract provided to you will state the School, Department, or Subsidiary Company you have been contracted to.

Please note that claim forms under either system can only be submitted for actual hours delivered under the contract terms (i.e no future dates can be claimed for). This FAQ is for the online Claims Approval Application.

Units where the CAA is in operation (August 2018)

ACCESS SERVICESCHOOL OF CHEMICAL SCIENCES
BUSINESS SCHOOLSCHOOL OF COMMUNICATIONS
COMMUNICATIONS AND MARKETINGSCHOOL OF COMPUTING
FACULTY OF SCIENCE & HEALTHSCHOOL OF ELECTRONIC ENGINEERING
FIONTAR AGUS SCOIL NA GAEILGESCHOOL OF HEALTH & HUMAN PERFORMANCE
FRAUNHOFER PROJECT CENTRESCHOOL OF LAW & GOVERNMENT
HUMAN RESOURCESSCHOOL OF MATHEMATICS
INFORMATION SYSTEMS SERVICESSCHOOL OF MECHANICAL ENGINEERING
LIBRARYSCHOOL OF NURSING & HUMAN SCIENCES
NICBSCHOOL OF PHYSICAL SCIENCES
OFFICE OF CIVIC ENGAGEMENTSCHOOL OF THEOLOGY,PHILOSOPHY AND MUSIC
RESEARCH & INNOVATION SUPPORTSTUDENT RECRUITMENT
SALISSTUDENT SUPPORT & DEVELOPMENT
SCHOOL OF BIOTECHNOLOGY 


1. How do I (Claimant) access the DCU Claims Approval Application (CAA)?

You can login to CAA at https://claimsapproval.dcu.ie by entering your standard DCU Staff Username and Password (Student credentials will not work). CAA is automatically updated every night by the CORE HR System. Once your Employee Record and Contract have been set up on CORE HR and Payroll, your CAA Account will be automatically generated overnight and you will be able to log in. Note: In order to be set up on CORE HR, you must have (i) returned your signed Contract to HR, (ii) completed the EDPF and (iii) have completed the work for which you are claiming (no future dates can be claimed).

2. Why can’t I Log In?

Once you are satisfied that your CAA Account should be active (see 1 above), please ensure that you have used the correct DCU Staff Username and Password. If you still cannot log in, please contact ptclaimqueries@dcu.ie

3. I can see my Contract, so why can’t I claim any hours?

If you have reached your maximum contracted hours (zero hours left for you to claim), you should contact your Approver (e.g. Head of School) and inform them you have no contracted hours left to claim. A new Staff Request will have to be set up and a new contract issued to you.

4. I have submitted a claim, but why has an error message with “Approver 2” popped up?

If this occurs, please contact your Faculty or School Administrator and tell them there is currently no “Approver 2” set up on Agresso. They will ask Finance Systems to resolve this. The Approver changes are updated on a nightly basis, so the changes should appear the next day.

5. What should I do if I can’t see my Contract on CAA?

Contact ptclaimqueries@dcu.ie Remember, in order to be able to see your Contract, you must have (i) returned your signed Contract to HR, (ii) completed the EDPF and (iii) have completed the work for which you are claiming (no future dates can be claimed). Secondly, your Contract must have been commenced on CORE (If you are a Re-Joiner, Payroll must commence the Contract; if you are a new or existing Employee, HR must commence the Contract).

6. Are all Part Time Claims processed via CAA?

Only claims from Part Time Staff in Pay Group 30 are processed via CAA. Claims will be processed manually (not via CAA) in the following cases: a. If the Contract been ended as it is overdue b. If the contract a CID. In order for a contract to appear in CAA it must have an end date. CID appointments tend not to have a ‘Target End Date’ so will not appear in CAA. c. If the claimant does not have a sub-status of ‘PT’, the Contract will not be available on CAA d. If the claimant is in any Pay Group other than Pay Group 30 e. If the claimant is an invigilator (Post number 29004 or 029004). CAA does not handle Claims attached to Invigilator Post Numbers. f. If the claimant works for CTYI, Open Education or any school within the DCU Institute of Education

Sick Leave FAQ

1. After how many days absence from work is a medical cert required? Staff need a certificate for absences in excess of two days - i.e. on the third day of continuous absence a medical certificate is required.
2. How many days uncertified sick leave can be taken in a year?A maximum of 7 days uncertified sick leave is permitted over a 24-month period counting backwards from the latest absence.
3. When I am on sick leave in excess of 3 days what do I need to do to ensure I receive the correct sick pay from the universityIf you are on an A1 PRSI rate and on sick leave in excess of 3 days, you must submit a copy of "Disability Benefit - Your weekly rate - IB8 Form" to the Payroll Office, DCU. The IB8 Form is given to you by the Department of Social Protection when your disability/illness claim has been sanctioned. Without the IP8 form, sick pay from the University may be delayed.
4. Is my Illness Benefit taxable?Illness Benefit is considered to be income for tax purposes and it is taxable from the first day of payment.

Illness Benefit is paid directly to you by Social Welfare without any deduction of income tax. The University, therefore, is required to make any necessary tax deductions in respect of  paid Illness Benefit.

Link to DCU Sick Leave Policy